Administrative and Information Management Officer – IRC Tunisia عودة إلى الفرص

Secteur d’activité: Administration du programme

Type de contrat: Régulier

Taux d’occupation: Plein temps

Lieu de travail: Tunis, Tunisia

Descriptif du poste:

Contextual background

The IRC launched an emergency health response in Libya in September 2016 as the humanitarian situation in the country was deteriorating following the 2014 civil war. Since then, the IRC has broadened its portfolio with integrated health, protection, and governance programs aiming to employ a broad approach to meeting the needs of crisis-affected and vulnerable communities to survive, recover, and gain control of their futures. This includes direct interventions as well as work in partnership and systems and civil society strengthening toward improving outcomes for conflict-affected and vulnerable populations in Libya.

The Libya INGO Forum (LIF) is an independent network of 30 international non-governmental organizations (INGOs) implementing humanitarian and development programs to respond to the needs of the most vulnerable population living in Libya. The LIF provides a platform to facilitate the work of its members and support them to address key issues of common interest efficiently and effectively.

Job Overview/Summary:

The Administrative and Information Management Officer provides (high-level) administrative support and leads all aspects of information management for the LIF.

Major Responsibilities:

Information Management and Supporting Management

• Maintain and organise the shared cloud drives, ensuring adherence to LIF ToRs, policies, guidance, and procedures.

·         Maintain LIF’s contact lists for its working groups, donors, and other key stakeholders.

·         Draft and collect LIF member surveys (including sending reminders, individual follow-up, and cleaning data).

·         Ensure that all relevant stakeholders have timely access to information.

·         Work in close coordination with other LIF staff to enhance, and on occasion develop, appropriate tools and databases to ensure consistent and complete data collection by all LIF members.

·         Prepare data and the collation of information and documents for donor reports.

·         Provide quick translations of documents, letters, decrees, and other official correspondence.

·         Develop communication products for timely dissemination with members.

·         Support internal and external assessments, evaluations, and surveys by preparing documents, ensuring adequate filing systems, and communication processes with relevant stakeholders.

·         Other information management tasks, as needed.

Administrative

·         Attend and take minutes for all LIF meetings and distributes them to the appropriate audience in a timely manner.

·         Support LIF working groups by taking meeting notes, preparing official minutes, and disseminating them in a timely manner.

·         Ensure all administrative information available to the LIF members and their staff (posting, meeting, etc.).

·         Guarantee the confidentiality of all the documents and staff information.

·         Provide timely communication and follow-up with procurement, supply chain, and finance teams.

·         Scan, file, and retrieve organizational documents records and reports, and other departments’ documents as needed.

·         Other similar tasks, as needed.

Key Working Relationships:

Position Reports to: LIF Director

Position directly supervises: N/A

Profil:

Experience

·         Preferred bachelor minimum in English language, administration business, or other related fields.

·         2-4 years of experience in a similar function for an INGO/UN agency or other humanitarian/development organization

·         Forum (or civil society mobilization/organization) experience preferred

Technical Abilities

·         Excellent analytical and presentation skills, fluency, and strong writing skills in English.

·         Proven ability to prioritize tasks and meet deadlines.

·         Strong note-taking skills, using clear and concise language.

• Strong computer proficiency with word processing, spreadsheets, databases, and other IT skills (at minimum, MS Word, Excel, Outlook, and PowerPoint, Cloud Storage systems such as Box, SharePoint, Microsoft Forms).

·         Fluent in written and spoken Arabic

·         Adobe InDesign/Advanced Microsoft Excel is a plus

Professional Skills

·         Strong critical thinking skills.

• Works well independently and under limited supervision.

·         Excellent problem-solving, planning, organizational and interpersonal communication skills.

·         Innovative and resourceful, with an ability to make solutions work in adverse conditions with limited resources.

·         Excellent organizational and methodical abilities, sense of initiative, and pro-activeness.

·         Interest in humanitarian, development, and/or peacebuilding activities.

Working Environment:

Staff will be based in the Tunis office with travel to field locations as requested and upon business needs.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.